Writing well-crafted recruiting email templates is of great importance. Not only you’ll reduce workload, but you’ll also increase your employer brand and company reputation. Sending nicely written emails to candidates can help you impress talent, ignite their interest, and convince them to choose your company over your competitors. ?
That’s why I’ve put together the ultimate list of recruiting email templates for all types of scenarios. Hopefully, these templates will help recruiters throughout every step of the hiring process, from sourcing candidates to closing an offer. ?
Let’s begin! ?
1. Sourcing active candidates email
If you’re looking to save time sourcing active candidates, then using a pre-written recruiting email template can save you time. Especially if you source via email often. In the email, make sure you tell the candidate about your open position and why you think they would be a great fit for your company. Make sure your tone is casual and friendly.
Example:
Hello [Name],
I stumbled upon your profile on [Platform] and was impressed with your vast experience. We are currently looking to hire a [Role]. I see that you have an impressive background in [Niche], which is our priority for this new role. I’d like to discuss things further, so if you’re interested in hearing more, please get in touch.
Looking forward to hearing from you,
Kind regards,
[Your name]
2. Sourcing a passive candidate email
If you have job vacancies that are hard to fill, this recruitment email can come in handy. Use it to get in touch with passive candidates who you think would be a great fit for the position, based on their profile and experience. Make sure the email is appealing and catchy so you can convince top candidates to contacts you with an answer.
Example:
Dear [Candidate Name],
My name is [Name], a [Your Role] at [Your Company Name]. I saw your profile on [Platform] and was immediately impressed with your vast experience in [fill in] and outstanding skills [name a few].
Currently, we are hiring a [Position] to join our amazing team and I believe that you would be a great fit for the job. You would be working on cool projects such as [Projects], and collaborating with a group of experts.
If you want to hear more, please get in touch.
Looking forward to hearing from you,
All the best,
[Your name]
3. Email template to referred candidates
More and more companies are creating referral programs as they’re known to bring some of the best people for open job positions. If you want to leave a good impression and improve your hiring process, write well-crafted emails, and send them to your referred candidates. Make sure you mention the name of the employee who referred the candidate and keep the tone professional.
Example:
Dear [Candidate Name],
My name is [Name], a [Your Role] at [Your Company Name]. Currently, we are looking for a [Role] to join our amazing team and [Employee Name] referred you for the open job position.
I have reviewed your [Linkedin, Github] profile and found your skills and experience to be impressive and relevant to the job position.
If you are interested in learning more about our company and the position, we would love to set up a quick phone interview [date and time]. I would be pleased to answer any questions you may have and give you all the details about the job.
Looking forward to hearing from you,
All the best,
[Your name]
4. Inviting candidates for an interview email
Many recruiters send emails to ask candidates about their availability to schedule a job interview. This type of email should include information like time options, location of the interview, interview type, and duration of the interview. Make sure the email is written in a professional and informative tone.
Example:
Dear [Candidate Name],
We want to thank you again for applying for [Job title] position at our company.
After reviewing your application, we were impressed with your great set of skills and international experience. I am happy to invite you for a job interview [at our office / via phone] so that we can get to discuss things in person and answer any questions you may have.
The interview should take no more than [X minutes] and will be led by [Interviewers info].
Here are a few days and time interview options:
[Monday, date, time]
[Wednesday, date, time]
[Friday, date, time]
Please let me know which option works for you the best.
Looking forward to meeting you,
All the best,
[Your name]
5. Inviting candidates for a second interview email
If a candidate left a great impression on the first interview, ask them to join you for a second job interview round. This type of email can be less formal but should give precise information about the interview. Inform the candidate of who will attend, the time and place, and the main purpose of the interview.
Example:
Dear [Candidate Name],
We want to thank you again for applying for [Job title] position at our company.
I am happy to inform you that we would like to meet with you one more time in order to make sure that this role would be a good fit for you.
The interview should take no longer than [X minutes] and you will meet with [position, name].
In case that you accept this invitation, here are a few days and time interview options:
[Monday, date, time]
[Wednesday, date, time]
[Friday, date, time]
Please let me know which option works for you the best.
Looking forward to meeting you again,
All the best,
[Your name]
6. Rejection emails
To save time when sending mass rejections, use this candidate rejection email template to inform candidates that they don’t qualify for your open positions. Make sure the email is concise, positive, and gives the candidate details about their disqualification.
Example:
Dear [Candidate Name],
We want to thank you again for applying for [Job title] position at our company. As we can see, you put a lot of effort into the application.
We regret to inform you that although your resume is very impressive, we are looking for a candidate with a different skillset and experience.
If a job position that might be a fit for your skills opens up in the future, we will get in touch with you.
We wish you the best of luck with your future endeavors.
Kind regards,
[Your name]
7. Formal job offer email
When writing a job offer email, your tone should be enthusiastic and positive. Make sure all the aspects of the job are as clear as possible to the new hire. It’s essential to include details on salary, position, bonuses, working hours, and different types of benefits.
Example:
Dear [Candidate Name],
I am happy to inform you that you have been selected as the best candidate for the [job position name]. Congratulations!
Your skills, experience, and knowledge made you a perfect fit for our company. We’re eager to see what you’ll accomplish as part of our team.
I’m attaching an offer letter so you can see info about the compensation and benefits we offer. In the letter, you will also find details about the commencement date, location, and working hours.
Please let me know if you accept the offer by [date]. I’d be happy to answer any questions you may have.
Kind regards,
[Your name]
Conclusion
Have these recruiting email templates for various scenarios ready at hand to improve your hiring process. They can help you save time and provide an excellent candidate experience! They’re easily customized and can be edited to fit your unique preferences and situation. Maintaining timely and friendly communication with your candidates is essential for keeping a positive image of your Employer Brand. Hopefully, it can help you persuade your potential candidates to join your company.
Good luck!
